Privacy Policy

Effective Date: November 19, 2025

This Privacy Policy explains how Ticktix Solutions Private Limited ("Ticktix", "we", "our", "us") collects, uses, stores, processes, discloses, and protects personal data when you access or use our ERP platform Facilitix ("Service").

By using Facilitix, you consent to the collection and use of your data in accordance with this Privacy Policy and applicable Indian laws.

1. Data We Collect

1.1 Personal Data

We may collect the following personal data:

Name, email address, phone number, employee ID
Login credentials and authentication data
Device data, IP address, and browser details
Business contact details and organizational information

1.2 Sensitive Personal Data

Facilitix generally does not require collection of sensitive personal data such as financial information, passwords, Aadhaar numbers, or biometrics unless voluntarily submitted by your organization for business processes.

1.3 Business Data

Employee records uploaded by your organization
Customer, vendor, asset, payroll, ticketing, and operational data
Documents and attachments uploaded to the ERP

1.4 Automatically Collected Data

Log files and audit trails
Usage analytics
Error reports and performance metrics

2. Mobile App Permissions & Device Data Access

2A. Location Data (Background Location Access)

Facilitix's mobile application ("Facilitix-Go") may collect location information to enable attendance management and location-based workforce services. This section explains how, when, and why location data is collected, how it is used, and the controls available to users. Location data is processed only for legitimate business and operational purposes as described below.

2A.1 When Location Data Is Collected

Location data is collected only after an employee clicks "Check-In" and until they click "Check-Out".
No location data is collected before check-in or after checkout.
Location may be collected even when the mobile app is running in the background (for example, when the app is minimized or the device screen is locked).

2A.2 Purpose of Location Collection

Verify employee presence for attendance and check-in purposes
Enable location-based work and duty tracking features
Ensure accuracy and integrity of attendance records

Location data is used strictly for operational and attendance-related purposes and is not used for continuous tracking or monitoring outside working sessions.

2A.3 Offline Location Collection and Sync

If the device does not have an active internet connection, location data may be temporarily stored on the device.
Stored location data is automatically transmitted to our servers once network connectivity is restored.
Offline data is securely handled and removed from the device after successful sync.

2A.4 Background Location Access

To ensure uninterrupted attendance tracking, the mobile app may request permission to access location data in the background. This permission is requested only when the employee first uses a feature that requires background location access, such as check-in.

2A.5 Data Sharing

Location data is shared only with the employee's organization or authorized internal systems for attendance, payroll, compliance, or operational purposes.
We do not sell, rent, or share location data with third parties for advertising or marketing purposes.

2A.6 User Choices and Controls

Users may allow or deny location permissions through their device settings.
Location permissions can be revoked at any time; however, doing so may affect core app functionality such as check-in and attendance recording.

2A.7 Legal Basis and Consent

Location data is processed based on user consent and for providing contractually required services. By granting location permissions and using the mobile app, users consent to the collection and use of location data as described in this policy.

2B. Media & File Access (Attachment Uploads)

We allow users to upload receipt images, invoices, and supporting documents when submitting expense claims or other business records through the mobile application.

2B.1 When Media or Files Are Accessed

Media files (such as photos) or documents are accessed only when the user explicitly selects the "Add Attachment" feature within the app.

The app does not access, scan, or collect photos, videos, or files without user interaction.

2B.2 Purpose of Media Access

Access to selected photos or documents is required to:

Enable submission of expense claims with receipt attachments
Support business workflows requiring document proof
Maintain financial and operational records

This functionality is essential for expense and business record processing.

2B.3 Scope of Access

Only the specific file(s) selected by the user are accessed.
The app does not access media in the background.
The app does not collect or scan the entire photo library.

2B.4 Storage and Processing

Selected files are securely transmitted to Facilitix servers and stored as part of the organization's business records. Files are used strictly for operational, compliance, audit, and approval purposes. We do not sell, rent, or use uploaded files for advertising or marketing purposes.

2B.5 User Control

Users may allow or deny media/file permissions via device settings. If permission is denied, users may continue to use other features of the app but will not be able to upload attachments.

3. How We Use Your Data

We use personal and business data for:

Providing, operating, and improving Facilitix
Authentication and access management
Customer support and troubleshooting
Billing, invoicing, and subscription management
Ensuring system security and preventing fraud
Compliance with Indian laws and government directives

4. Legal Basis for Processing Data

We process your data based on the following grounds:

Consent provided by you or your organization
Performance of a contract (subscription agreement)
Compliance with legal obligations under Indian law
Legitimate business interests such as platform improvement and security

5. Your Rights Under Indian Law

Under DPDPA 2023 and other Indian regulations, you have the right to:

Access your personal data
Correct inaccurate or outdated data
Withdraw consent for processing
Request deletion of your personal data
Nominate another person to exercise your rights (DPDPA Right of Nomination)
Get information about third parties your data has been shared with

Requests may be made to the Grievance Officer using the contact details below.

6. Data Storage & Security

Data is stored in secure cloud environments hosted in India unless explicitly agreed otherwise.
We implement encryption, access controls, network protections, and monitoring mechanisms.
We maintain reasonable security practices compliant with ISO 27001 standards where applicable.
Backups are maintained periodically to ensure service continuity.

7. Data Sharing & Third-Party Access

We may share data with:

Cloud infrastructure providers
Payment processors (for subscription billing)
SMS gateways, email delivery systems, analytics services
Government authorities when required by law

We do not sell or rent personal data to third parties.

8. Data Retention

We retain data for as long as necessary to:

Provide services under your active subscription
Comply with legal, regulatory, or audit requirements
Resolve disputes or enforce agreements

After subscription termination, we may retain backups for a limited retention period before securely deleting or anonymizing data.

9. Cookies & Tracking

Facilitix may use essential cookies for login, security, and session management. We do not use third-party advertising cookies.

10. Data Breach Notification

In the event of a data breach affecting your personal data, we will notify the affected users and, if required, the Indian Data Protection Board in accordance with DPDPA 2023 rules.

11. Children's Privacy

Facilitix is not intended for use by individuals below 18 years of age. We do not knowingly collect data of minors.

12. International Transfers

Data is primarily stored within India. If cross-border data transfer occurs due to third-party integrations, it will be done in compliance with applicable Indian laws and contractual safeguards.

13. Changes to This Privacy Policy

Ticktix may update this Privacy Policy from time to time. Material changes will be communicated via email or in-platform notifications. Continued use of the Service constitutes acceptance of the updated policy.

14. Grievance Officer (As Required by Indian Law)

In accordance with the Information Technology Act, 2000 and DPDPA 2023, the details of our Grievance Officer are:

15. Contact Us

For questions, concerns, or rights requests, contact:

Ticktix Solutions Private Limited

Email: support@ticktix.com

Address: Chennai, Tamil Nadu, India.

This Privacy Policy is for informational purposes and does not constitute legal advice. For legally binding compliance documentation, consult a qualified privacy attorney.